Planning an event on campus? Here’s a simple guide to help you figure out how long different tasks might take. Use this to plan ahead and keep everything running smoothly! While these are the typical time frames, we encourage you to build in extra time to allow for any logistical challenges you may encounter during the process.
- Quick Tasks (typically at least 1-3 Days)
These are tasks that can generally be done quickly:- Reserving a Room or Outdoor Space that is available:
- Quick and Easy: Reserving classrooms, meeting rooms, or outdoor spaces that don’t need special setups.
- How Long? If the space is available, you may get approval in 2 days or less.
- Setting Up for Simple Events:
- Quick and Easy: Requesting existing campus resources like tables, chairs, AV equipment, and bike racks for line control when they are available.
- How Long? Approval in 2 days or less, especially for smaller set-ups.
- Reserving a Room or Outdoor Space that is available:
- Moderate Tasks (typically at least 1-2 Weeks)
These tasks take a bit longer:- Booking Larger Spaces and/or Special Set-ups:
- What Takes Time: Reserving large venues like auditoriums or multi-purpose rooms that need special arrangements, or requesting more complex technology set-ups.
- How Long? Depending on the audio visual or technology needs, set-up needs and availability, you may get approval in 1-2 weeks or less.
- Signing Contracts for Some Events
- What Takes Time: Getting contracts signed for vendors or performers when no changes are needed.
- How Long? Typically 1-2 weeks, depending on how quickly the vendor or performer responds.
- Booking Larger Spaces and/or Special Set-ups:
- Longer Tasks (2-3 Weeks or More)
These tasks are more complex and take longer, so student event planners should start early:- Bringing in Outside Speakers or Vendors:
- What Takes Time: Contracts for outside speakers, performers, or vendors when there are negotiations required or other event details that require approvals prior to the signature process.
- How Long? Can take up to 21 days or more.
- Events with special security requests from student organizer or performers/vendors/speakers:
- What Takes Time: Coordinating appropriate staffing and services to accommodate security request.
- How Long? These need coordination with several departments, so plan for 21 days in advance of the event date.
- Events Requiring Catering:
- What Takes Time: Coordinating appropriate staffing and services for catering requests.
- How Long? Plan for 21 days in advance of the event date. .
- Bringing in Outside Speakers or Vendors:
Tips for a Smooth Planning Process:
- Start Early: The earlier you begin, the better!
- Choose Your Location Wisely:
- Quick Reservations: Registered student organizations can get faster reservations in the William Pitt Union (WPU) and O’Hara Student Center.
- Use EMS: Check EMS to see which spaces are available, then visit the WPU reservation window (next to the front desk) to secure a location.
- As soon as possible, talk to your student organization advisor about your event’s details, location, and activities. Additional resources include:
- Questions about room reservations: Ems-reservations@pitt.edu
- Questions related to account balances: SORC2@pitt.edu
- Questions about contracts: SORC@pitt.edu
- Event Planning support: CampusPrograms@pitt.edu
- Plan Your Event with Purpose:
- Know Your Audience: Think about the type of event you want to host and who might attend. Consider the activities you want to offer, the information you want to share, and the atmosphere you want to create.
- Promote Your Event Effectively:
- Get the Word Out: Make sure your event has proper advertising. Share your flyer or social media post with your advisor for feedback.
- Cross-Promote: Team up with other student organizations that share your goals to amplify each other’s events.
- Follow Advertising Guidelines: Familiarize yourself with the University’s Posting and Chalking Guidelines for Student Organizations to advertise your event.
- Stay Connected: Keep in touch with the Department of Involvement, Student Union Operations, and other involved departments.
- Be Flexible: Sometimes things take longer than expected, so have a backup plan just in case!
If you have any questions or need help planning your event, don’t hesitate to reach out to us at CampusPrograms@pitt.edu. We’re here to help make your event a success!